DLMSO March 11, 1997

 

MEMORANDUM FOR: DISTRIBUTION

SUBJECT: Approved Defense Logistics Management System (DLMS)

Change 2, Revised Supply Discrepancy Report (SDR)

Guidance (Staffed as Proposed DLSS/DLMS Change 7)

The attachment is published as an approved change to SDR

guidance (formerly Report of Discrepancy (ROD)) published in DoD

4000.25-M, DLMS, Volume 2, Chapter 18, and DLAR 4140.55/ 

AR 735-11-2/SECNAVINST 4355.18/AFR 400-54, Reporting of Item and

Packaging Discrepancies, as modified under Approved SDR (ROD)

Change 1, June 24, 1996. This change cancels DLAR 4140.60/AR 

12-12/SECNAVINST 4355.17A/AFR 67-7, Processing Discrepancy

Reports Against Foreign Military Sales Shipments.

This change will become effective upon formal publication.

SDR Focal Points may direct their questions to Ellen Hilert,

DSN 427-6117 or 703-767-6117, e-mail: ellen_hilert@hq.dla.mil. 

Others may direct questions/comments to their Service/Agency

designated representative.

/s/

JAMES A. JOHNSON

Director

Defense Logistics Management

Standards Office

Attachment
3 Attachment

Approved DLMS Change 2

(Staffed as Proposed DLSS/DLMS Change 7)

1. ORIGINATOR: 

a. Service/Agency: DLMSO

b. Originator: Ellen Hilert, DLMSO, 703-767-6117,

DSN 427-6117, or e-mail: ellen_hilert@hq.dla.mil

2. FUNCTIONAL AREA: Supply

3. REQUESTED CHANGE:

a. Title: Revised SDR Guidance.

b. Description of Change: This change is provided to

address the following changes:

(1) To incorporate Security Assistance (SA) SDR (ROD)

guidance within DLAR 4140.55/AR 735-11-2/SECNAVINST 4355.18/AFR

400-54, Reporting of Item and Packaging Discrepancies, as

modified under Approved SDR (ROD) Change 1, Reporting of Supply

Discrepancies, June 24, 1996, to support elimination of separate

joint Component guidance.

(2) To supersede and delete DLAR 4140.60/AR 12-12/

SECNAVINST 4355.17A/AFR 67-7, Processing Discrepancy Reports

Against Foreign Military Sales Shipments.

(3) To provide specific guidance for submission of

nonreceipt SDRs by SA customers.

(4) To provide and clarify current policy regarding

documentation retention related to SA shipments per DLA MMLSI

memorandum, May 13, 1996, subject: Proposed Changes to Joint

Regulation DLAR 4140.60, Processing Foreign Military Sales (FMS)

Reports of Discrepancy (RODs).

(5) To provide standard SDR disposition/response codes.

(6) To revise Enclosure 3, SDR (ROD) Distribution, to

use a uniform format and incorporate additional information from

the original regulation.

(7) To update references, terminology, and offices.
4

c. Procedures: Delete DLAR 4140.60/AR 12-12/SECNAVINST

4355.17A/AFR 67-7, Processing Discrepancy Reports Against Foreign

Military Sales Shipments, and revise joint Component guidance as

indicated in this proposal. To facilitate review and accommodate

users unfamiliar with changes adopted under Approved Change 1,

the revised basic document and enclosures are reprinted here. 

Proposed Change 7 revisions are identified in bold italic type.

Changes resulting from staffing are identified in shadow italic.

4. REASON FOR CHANGE:

a. This revision consolidates discrepancy reporting guidance

under a single publication for use by U.S. and SA customers thereby

eliminating redundant publications. SA specific information is

provided at Enclosure 7. Enclosures 1-6, providing definitions,

SF 364 instructions, addresses, and code lists will be used by all

customers, simplifying maintenance of publications and automated

systems.

b. As a result of using a single publication, changes to

action activity procedures will become more visible to SA

customers and International Logistics Control Offices (ILCOs).

c. SDR distribution information previously not included in

the separate SA guidance is now readily available.

[Text Deleted]

d. Executive Order 12861 directed elimination of 50 percent

of the executive branch=s internal regulations. In response to

this the joint regulation has been restructured. Required

procedural guidance is contained in the enclosed joint Component

instruction/regulation. Policy guidance is maintained at the DoD

level under DoDD 4140.1, Materiel Management Policy, and DoDR

4140-R, DoD Material Management Regulation.

e. Clearly defines requirement for the SA customer to obtain

documentation from the freight forwarder indicating material has

not been received prior to submission of an SDR for nonreceipt.

(Text based upon DSAA memorandum, January 7, 1994, Unnecessary

Processing of Nonreceipt Reports of Discrepancies (RODs).)

5. ADVANTAGES/DISADVANTAGES:

a. Advantages: Fulfills the DoD commitment to
5

standardization and reduces unnecessary redundancy in regulation/

publications. Additional advantages noted above.

b. Disadvantages: Requires interface among all DoD

Component activities creating, processing, and resolving SDRs. 

Espanded code lists will require retraining and improved

automated support. Additional disadvantages noted below.

6. IMPACT:

a. Requires modification of current Service/Agency

implementing procedures and processing systems as addressed under

Approved SDR (ROD) Change 1 for SA discrepancy reporting.

b. Supports Approved Change 1 requirement for revision of

DoD directives, instructions, and other publications which refer

to the joint Component regulation numbers and use the term

AReport of Discrepancy.@ This may be accomplished as updates

occur naturally over time. Change 1 permits a 5-year Aturnover@

period. 

c. Implementation:

(1) This approved change becomes effective upon

publication.

(2) As stated in Approved Change 1, new and revised code

values will remain optional for intra-Component use until such

time as the DoD DRS/DLMS/EDI/SA standard system is implemented or

other supporting systems are modified. If using the SF 364 for

submission of the report, new code values may be identified by

type of code and value in the remarks blocks (front side, block

12/reverse side, block 23). Revision of the form to reflect new

codes has not been addressed at this time. 

(3) The enclosures are structured in the DLSS (SDR

publication) format. Equivalent changes will be incorporated in

the DLMS.

Enclosures

Enclosures available in hard-copy format on request.

For draft revised guidance refer to Aon-line manuals@ on this web

page.